You should typically NOT have to run a circulation report.
The Public Services Librarian will run reports. Use these instructions to run reports in her absence (vacation, illness, etc.)
Reports are generated and printed monthly, weekly, and daily as outlined below:
Signing on:
Reports
- REMOVE to delete old reports
- VIEW to look at the reports available
- PRINT to print the selected reports (select system printer)
I. Daily:
Before the library opens each day, reports are run to collect data about many types of circulation transactions. Most reports have two appearances; one that is run on Monday to gather information from Friday, Saturday, and Sunday, and the other that runs Tuesday through Friday to gather information from the previous day’s transactions only.
Select VIEW to determine which of the reports have transactions that need to be printed. Type the number ranges of the reports that need to be run: (ex. 1-4, 5-9)
1. divdailycash & divdailycashM -- breakdown by type of payment and at which Divinity terminal the payment was made -- reconcile against divpaidbills and income log
If patron made payment at another library, send a pegasus message to confirm (Daisy Whitten - Central)
2. divpaidbills & divpaidbillsM -- listing of bills paid in alphabetical order by patron, for Divinity books only -- reconcile against divdailycash and income log
3. divoverdues -- 1st, 2nd, and "time to bill" notices for overdue material -- search for material, mail 1st & 2nd notices if not found, bill patron for "time to bill" notices
4. divbills & divbillsM -- bills generated from returned overdue material or manually billed for non-returned items -- mail notices
5. divrecall1 & divrecall1M -- search for material -- mail notices
6. divpickup -- check hold shelf to determine if material is available -- mail notices
7. divoldholds -- item on hold shelf that have not been retrieved by patron requesting it -- remove item from shelf & do "remove hold" command, put on reshelving shelf
Don't print ; bring up screen and pull books off shelf ; discharge
8. divrsrvoverdue -- 1st, 2nd & "time to bill" notices for overdue reserve material -- search for material, mail 1st & 2nd notices, bill patron for "time to bill" notices
9. divmissing & divmissingM -- items charged to missing (203996)
10. divrecall2 & divrecall2M -- 2nd notice for recalled item -- search and mail
11. divrecallbill & divrecallbillM -- bill for recalled item returned after date due -- mail
II. Weekly:
Each Sunday, reports are run to collect data about circulation transactions related to lost, missing and billed books during the previous week. These are:
divRL-lost1 -- list of LOST (203999) items with activity the previous week.
divRL-lost2 -- list of LOST, LAST SEARCH (204482) items with activity the previous week.
divRL-missing -- list of MISSING (203996) items with activity the previous week.
divRL-bill1 -- list of BILLED (204635) items with activity the previous week.
divRL-consider -- list of CONSIDER FOR REPLACEMENT (204642) items with activity the previous week.
Currently, I am not doing anything with these reports except collecting them.
III. Monthly:
One report, divbills2, is run on the 15th of each month. This report generates a second bill notice for patrons who are not students. These bills are outstanding from the previous calendar month. Before mailing these notices, record the name, user ID (SSN currently) and amount owed to Divinity in the notebook.
Near the 15th, you will also receive an email from LTT with the list of students whose fines from the previous month need to be transmitted to studcent accounts.
RECONCILIATION OF INCOME WITH REPORTS
1. Daily Income Log and Reconciliation Sheet -- This is kept in the drawer with the cash, and on it is recorded all financial transactions relating to circulation reports, that is, fines paid or errorred out or forgiven, and payment for lost books, as well as income from the sale of used books and 4-day library passes. Fines collected at Divinity and therefore recorded on the income log may actually be owed to other libraries. Additionally, a fine payment may be logged here, and the desk worker forgets to pay it on Acorn.
2. Divdailycash report -- This is a straightforward log in graph form, reporting income recorded at terminals logged in with Divinity circulation station ID’s: divcirc1, divcirc2, divinfo, and divmat. Therefore, if you "pay" a fine on Acorn on a sign-on that was not designated by one of these station ID’s, the payment will not be recorded as income in the Divinity Library.
3. Divpaidbills -- This records any payment (cash, check, error, forgive, student accounts, etc.) made on Acorn for Divinity books, regardless of the library in which the payment was collected. If a payment recorded here is not on the log sheet, then you need to determine where the payment was made, and record that next to the entry. If a payment recorded on the log sheet is not on this report, then you need to determine if the staff member failed to pay it on Acorn (consult payuser to see if this amount is still owed), or if the payment is due to another library (consult display2user to see if this amount was paid on another library’s books.
Money Envelope